General Data Protection Regulation (GDPR)

Last updated 23/01/2019

What this privacy notices covers

Tel4let Ltd are committed to protecting your personal information. In this notice, references to ‘we’, ‘us’ or ‘our’ mean Tel4let. This notice explains how we collect and use the personal information about you.

Who we are

Tel4let is a firm of Letting agents, we are accredited by Telford and Wrekin Council, we are a member of the Property Ombudsman and the ICO. We use the DPS as our chosen Tenancy Deposit Scheme

Tel4let is a data controller under data protection legislation and all contact details are shown at the end of this notice.

As an agent, we act on behalf of the landlord/s and the tenant/s in our administration.

Information we gather

We collect your information in the form of your name and contact details and store it on our agency database and paper files.

Your information is collected from:

1. application and request forms;
2. email, post and mail correspondence with Tel4let;

iii. contact via phone;

1. in-person contacts with Partners and employees;
2. information we receive from the internet property portal and external third parties, where relevant.

Information we may collect about you

We use different ways to collect data about you including the information you supply to us when using our services. If you fail to provide certain information we may not be able to provide you with the service you require. The data gathered depends on whether you are an applicant wanting to just view a property, a tenant taking a property or a landlord advertising a property. We will also hold differing amounts of data depending on whether we manage the property for the landlord or not.

As necessary personal data is processed by us, we retain the following data as applicable:

• Name, email and telephone numbers
• Personal/background information including occupation/status
• Bank details
• Verification and credit status
• Right to Rent ID such as copies of passports, driving licenses and residency permits
• Deposit (if any) including return on tenancy termination
• Tenancy details including renewals, joint tenants, other residents and guarantors
• Immigration/right to rent checks (England only)
• Rent and other payments
• Recovery of arrears, claims or possession proceedings
• Repairs/health and safety/housing conditions
• Breach of tenancy terms/nuisance/anti social behaviour
• Council Tax liability
• Water charges payable
• Utilities and services provided
• Welfare Benefits
• Termination of tenancy
• Audio and CCTV recordings
• Complaints
• Insurance
• Health or disability
• Emails texts and other communications and via our website where we operate one
• Website and online portal information
• Identity and contact details

We also generate and use data internally, e.g. our rent records if managing the property.

We operate a CCTV system in Tel4let’s office office premises for security reasons and the detection and prevention of crime.

We also collect and receive data about you from third parties. This may be information given to us by the landlord, other tenants or residents or neighbours. It can include information from a guarantor where there is a guarantor for your tenancy or from a joint tenant or other residents. Public bodies such as local authorities or the police, or other law enforcement agencies may give us information about you. This can include the Department for Work and Pensions or the local authority where you are receiving Universal Credit or housing benefit. Information may be given to us relevant to Council Tax by the local authority. Utility companies or service providers may also give us personal information about you. We obtain information about you when we carry out credit checks or take up references. We may also receive information from you via websites or from online rental portals such as Zoopla, Gumtree, Facebook, Spare Rooms for example.

We will use your information to:

1. maintain relevant contact, including, but not limited to:
2. requesting tenant references;

• arrange viewings;

1. maintain the accuracy of your information and communicate with you for any other reasons related to your property requirements;
2. arranging property inspection;
3. arranging any maintenance works including gas safety inspections to be carried out;

• communicating with you about any tenancy related issues;
• share with other regulatory authorities and any other party when sharing of information is required by law.

What is the legal basis of processing your data The legal bases of processing your data are:

‘contract’, as defined by Article 6 of the General Data Protection Regulations where processing is necessary for the performance of a contract to which the data subject is party.

‘legal obligation’, where processing is necessary for compliance with a legal obligation for example compliance with anti-money laundering legislation and accounting practices.

‘legitimate interest’, where processing is required for maintaining contacts with customers for auctions and to enable conflict of interest checks or to hold data to the other parties to contracts with a client (such as residential tenants).

Who will have access to the information:

Tenants in Managed Properties:

As well as the the details mentioned above, we may provide your data to utility companies and the council in order that you can billed directly for services provided. It may also be necessary, from time to time, to provide your data to contractors who may attend the property for the purpose of carrying out inspections, safety certificates, maintenance work etc.

We may also be requested to share your data with other government departments such as HMRC or Benefit Offices as well as 3rd party companies such as Rent Guarantee Insurers, Property Free Holders and Deposit Lodging Agencies.

We share your information with Tel4let Ltd staff/employees, property inspectors, administrators.

We may also share your information with third parties (in the case of reference applications – Rentshield Direct and data processors who may need to access your information for performing the purposes specified above.

We would have to share your information with the Deposit Protection Shame to successfully lodge any deposits paid by you as it is a legal requirement for deposits to be protected.

We may share your contact details with subcontractors (gas safe engineers, plumbers, other maintenance persons as part of the management of the property/tenancy).

Third parties who process data for Tel4let & Tel4sale in order to provide service to you include but are not limited to:

• Jon Welsh Dip DEA Home Potential EPC’s & Floor plans
• J T Plumbing & Heating Services– gas, plumbing & heating
• Rentshield Direct our chosen tenant referencing agency
• AW Locksmiths – locksmiths
• Falcon Electricals – Electrician
• Solicitors, Estate Agents, Financial Advisors & Surveyors instructed in relation to a chain of an agreed sale.
• Tristans Home Care – Property Maintenance
• Other maintenance trades people (subcontractors)

Other organisations we may share your details are:

Personal/background information: Other landlords/employers; debt collectors/tracing agents; next of kin etc.; insurers etc.

Bank details: Credit reference agency

Tenancy details: The landlord, other landlords/employers, guarantors, benefit authority, taxation authority, police if required

Deposits (if any): Tenancy deposit body; debt collectors/tracing agents; taxation authority, insurers

Immigration/right to rent checks:  Verification of tenant’s identity, Home Office; credit reference agency (for verification of identity)

Rent and other payments: The landlord, Bank, benefits authority, taxation authority, joint tenants/resident’s guarantor, insurers, other landlords,

Recovery of arrears, claims and possession: Debt collectors/tracing agents, other landlords, taxation authority, joint tenants/residents, guarantors; insurers

Repairs/housing conditions/health and safety: Contractors, tradespeople, etc., deposit protection body, joint tenants/residents, freeholder flat management etc., guarantors

Breach of tenancy agreement/nuisance etc.: The landlord, Contractors, tradespeople etc., deposit protection body, joint tenants/residents, guarantors, educational institution, neighbours, other residents etc., freeholder, flat management agents etc., insurers, police if necessary

Council Tax liability: Taxation authority (local authority)

Water charges: Severn Trent (where property is located within the Shropshire area) and other water companies

Utilities and services: Utility suppliers and service providers, e.g. Broadband

Universal Credit, housing benefit etc.: Benefit authority (Department for Work and Pensions or local authority), regulatory authority, joint tenants/residents/guarantors

Termination of tenancy:  The landlord, Other landlords, educational institutions, debt collectors/tracing agent, taxation authority, deposit protection body, joint tenant/resident/guarantors, freeholder managing agents etc.

Photographic Inspections / inventories: Deposit body, landlord, joint tenants/residents, guarantor, next of kin etc.

Insurance: Insurers

Flat management: Freeholders, landlords, block managing agents etc.

Tenants in Non-Managed Properties:

For the purposes of delivering to you services that you request from us, we must record your data on our property management system. Your data will be provided to landlords in order that they can contact you to arrange your viewing. Your data (name, email address, telephone number) may also be provided to other third party companies in order that we can provide you with the service you have requested from us, for example our reference provider, so that they can complete your reference report which will also be provided to your prospective landlord.

Landlords:

For the purposes of delivering to you services that you request from us, we must record your data on our property management system. Your data (name, email address, telephone number) may also be provided to other third party companies in order that we can provide you with the service you have requested from us, for example our reference provider, so that they can provide you with reference reports, and other information that is relevant to you; inventory clerks; gas engineers; EPC assessors etc. If we’re managing the property for you, we’ll also require additional information such as ID and bank details (for rent payments).

We take reasonable organisational and technical measures to protect your information against unauthorised access, modification or misuse. We use services provided by reputable security providers and your information is accessed by employees, agents and third party partners on a needs-only basis.

Guarantors:

We collect information about guarantors from application and referencing forms in order to complete checks such as credit checks, we collect income information, bank statement, employment information, ID’s to make sure the a guarantor is suitable/viable. We also collect contact numbers, email addresses, current address information in order to keep in touch if there are any issues we need to discuss with yourself regarding unpaid rent by the tenant/s you are guarantor for, damage or anti-social behaviour.

Where we store your information

Our server/shared system is situated inside the European Economic Area (EEA) and most of the information that we collect about you will be stored on that system.

Some providers store related data internationally and not necessarily within the European Union. The recipient of this data is the provider concerned. You need to refer to the provider concerned to determine if they have the required clearance (adequacy decision) from the EU authorities or whether or not, instead, there is an agreement containing appropriate and suitable safeguards and to obtain a copy of this agreement.

How long will we keep your information in the absence of any legal requirements:

Your personal data will be retained for as long as necessary for the purpose of processing listed above. This means your data will be deleted if you withdraw consent to processing or the data is no longer required or inaccurate. If you stop using our services, we will hold your information for a period which is deemed reasonable.

How to keep us updated with any changes to your information:

Please remember to keep us updated on the personal data we hold on you if it is inaccurate or incomplete. All requests to update your personal data must be sent in writing to Tel4let and third parties will be informed, where possible.

Your rights You have the right to:

1) To keep us updated. 2) Request a copy of the personal information we hold about you. We require you to prove your identity with two pieces of approved identification. Please submit your request in writing to contact details shown at the end of this notice. We will respond within one month, of receipt of your written request and confirmed ID. Please provide as much information as possible about the nature of your contact with us to help us locate your records. This request is free of charge unless the request is manifestly unfounded or excessive. 3) Have any inaccuracies in your data corrected. If you would like to update the details we hold about you, please contact us on the details set out at the end of this notice. 4) Request that we delete your personal data so it is erased from our records. 5) Object to certain types of processing such as direct marketing. 6) Object to automated processing, including profiling.

Enquiries and Complaints Please contact us if you have any enquiries arising from this privacy notice. Where possible, please raise all enquires in writing.

If you are unhappy with our work or something that we have done or failed to do, please inform us in writing. We will acknowledge receipt of all complaints and will endeavour to investigate the complaint as soon as reasonably practicable.

All complaints should be sent to:

M K Michaelson
Tel4let Ltd
Unit 4, Suite 44
Hadley
Telford
TF1 5BX

Tel 01952 200006

gdprcompliance@tel4sale.co.uk

You may also complain directly to the Information Commissioner’s Office if you are concerned with how we are handling your personal information. Their contact details are shown below:

Information Commissioner’s Office

Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Tel: 0303 123 1113

Website: www.ico.gov.uk

E-mail: dataprotectionfee@ico.org.uk

 

Review of Tel4let’s Privacy Notice

This Notice was last reviewed in January 2019. We will notify you about significant changes in the way we treat personal information by sending a notice to the primary email address you have provided

Tel4sale & Corporate Property Management Privacy Notice: 

Tenants:

Our employees are aware that any information provided by you is confidential to Tel4sale & Corporate Property Management Ltd.

This privacy notice explains how we use any personal information we collect about you.

What information do we collect about you?

Name, email and telephone numbers
Personal/background information including occupation/status
Right to Rent ID such as copies of passports, driving licenses and residency permits
Immigration/right to rent checks
Rent and other payments
Benefits Information/Welfare Benefits
Audio and CCTV recordings
Health or disability
Emails, texts and other communication
We also generate and use data internally, e.g. our rent records if managing the property.

We operate a CCTV system in our office premises for security reasons and the detection and prevention of crime.

We also collect and receive data about you from third parties. This may be information given to us by the landlord, other tenants or residents or neighbours, public bodies such as local authorities or the police, or other law enforcement agencies may give us information about you. This can include the Department for Work and Pensions or the local authority where you are receiving Universal Credit or housing benefit. Information may be given to us relevant to Housing Benefit by the local authority. Utility companies or service providers may also give us personal information about you.

We obtain information about you when you apply for a property with us. We may also receive information from you via websites or from online rental portals such as Zoopla, Gumtree, Facebook, Spare Rooms for example.

We will use your information to:

maintain relevant contact, including, but not limited to:
requesting tenant references;
arrange viewings;
maintain the accuracy of your information and communicate with you for any other reasons related to your property requirements;
arranging property/room inspection;
arranging any maintenance works including gas safety inspections to be carried out;
communicating with you about any other issues relating to the property;
share with other regulatory authorities and any other party when sharing of information is required by law.

 

How will the information collected about you be used?

We collect information about you in order to provide you with our property services as instructed by you the customer.

These services include but are not limited to; valuing a property for sale or let, marketing a property for sale or let, replying to enquires about properties we have for sale or let including booking viewings and obtaining feedback for the landlord/vendor, negotiating, agreeing and progressing offers on properties for sale or rent, including checking purchasers and tenants credentials, arranging for trades people to contact tenants for legislative requirements and or repairs.

We may contact you in the future to offer our services if we have a legitimate reason to do so, for example; if we have valued your property previously and recently sold property in your locality we may contact you to see if you were interested in instructing our services formally given the activity in your area. Likewise if you have enquired about a specific property and another of the same type comes onto the market we may contact you to ascertain if you would be interested.

Our website uses cookies. You can choose to not receive a cookie file by enabling your web browser to refuse cookies or to prompt you before you accept a cookie.

Third parties who we may share data with in order to provide service to you include but are not limited to:

• HMO Property Managers
• Office Administrators
• Next of Kin (if permission is given)
• Social/Care Workers

We will not disclose any information to any company outside of those listed except to help to prevent fraud, or if required to do so by law.

Tenant information will be disclosed if requested to Telford & Wrekin Council, Universal Credit or the Job Centre, Utility companies, Debt Collection Companies when chasing debt/liability or the Police. If you are claiming housing benefit that gets paid directly to your landlord/agent then we will also need to discuss payment details (eg awards and amounts).

We will not share your information for marketing purposes outside of our organisation.

Access to your information, correction, holding your data:

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please email or write to us at the contact information below. We want to make sure that all your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate. If you stop using our services, we will hold your information for a period which is deemed reasonable. You have the right to request your data to be deleted.

 

Data Security:

Appropriate privacy controls and measures are built into our systems that process personal data. All our processes and procedures include and reflect current requirements of the GDPR and our staff are given full and frequent training.

We operate a CCTV system in our office premises for security reasons and the detection and prevention of crime.

Data Breaches:

If a data breach were to occur it is reported to the Data Office immediately who will in turn report it to the ICO within 72 Hours on 0303 123 1113

Following the investigation by the ICO you may or may not be notified of any breach depending on its severity and the instructions of the ICO.

Changes to our privacy policy:

We keep our privacy notice under regular review and we place updates on our website www.tel4sale.co.uk . This privacy notice was last updated 23rd January 2019.

How to contact Tel4sale:

Please contact us if you have any questions about our privacy policy or information we hold about you:

• By email gdprcompliance@tel4sale.co.uk
• Or write to Unit 4, Suite 44, Badhan Court, Hadley, Telford, TF1 5QX
• Our Data Protection Officer is Mariya Michaelson

Vendors & Landlords: 

Our employees are aware that any information provided by you is confidential to Tel4sale & Corporate Property Management Ltd.

This privacy notice explains how we use any personal information we collect about you.

What information do we collect about you?

We collect information about you when you enquire about a property we are marketing or place an enquiry to instruct our services to sell or let your property or engage in the other services we offer.

How will the information collected about you be used?

We collect information about you in order to provide you with our property services as instructed by you the customer.

These services include but are not limited to; valuing a property for sale or let, marketing a property for sale or let, replying to enquires about properties we have for sale or let including booking viewings and obtaining feedback for the landlord/vendor, negotiating, agreeing and progressing offers on properties for sale or rent, including checking purchasers and tenants credentials, arranging for trades people to contact tenants for legislative requirements and or repairs.

We may contact you in the future to offer our services if we have a legitimate reason to do so, for example; if we have valued your property previously and recently sold property in your locality we may contact you to see if you were interested in instructing our services formally given the activity in your area. Likewise if you have enquired about a specific property and another of the same type comes onto the market we may contact you to ascertain if you would be interested.

Our website uses cookies. You can choose to not receive a cookie file by enabling your web browser to refuse cookies or to prompt you before you accept a cookie.

Third parties who process data for Tel4let & Tel4sale in order to provide service to you include but are not limited to:

• Jon Welsh Dip DEA Home Potential EPC’s & Floor plans
• JT Heating & Plumbing – gas, plumbing & heating
• AW Locksmiths – locksmiths
• Falcon Electricals – Electrician
• Solicitors, Estate Agents, Financial Advisors & Surveyors instructed in relation to a chain of an agreed sale.
• Tristans Home Care – Property Maintenance
• Other maintenance trades people (subcontractors)

We will not disclose any information to any company outside of those listed except to help to prevent fraud, or if required to do so by law.

We will not share your information for marketing purposes outside of our organisation.

The companies we may refer you to with additional consent include:

• Janet Middleton Solicitors
• Dee Dowdswell Financial Services
• Dunham McCarthy Estate Planning

Marketing:

We will only refer you to third party companies for services we do not provide directly once separate and clear consent has been given.

You have a right at any time to stop us from contacting you for marketing purposes.

If you no longer wish to be contacted for marketing purposes please contact us using the details below.

You may opt out or instruct us not to send you details of either properties being offered for sale or to let by contacting the relevant office bellow.

Access to your information, correction, holding your data:

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please email or write to us at the contact information below.

We want to make sure that all your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.

We will keep your data on file for as long as needed in order to provide you with the services we are contracted to.

Data Security:

Appropriate privacy controls and measures are built into our systems that process personal data. All our processes and procedures include and reflect current requirements of the GDPR and our staff are given full and frequent training.

We operate a CCTV system in our office premises for security reasons and the detection and prevention of crime.

Social Media Platforms

Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.

Users are advised to use social media platforms wisely and communicate / engage upon them with due care and caution in regard to their own privacy and personal details. This website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.

This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question.

Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.

Shortened Links in Social Media

This website and its owners through their social media platform accounts may share web links to relevant web pages. By default some social media platforms shorten lengthy urls [web addresses] (this is an example: http://bit.ly/zyVUBo).

Users are advised to take caution and good judgement before clicking any shortened urls published on social media platforms by this website and its owners. Despite the best efforts to ensure only genuine urls are published many social media platforms are prone to spam and hacking and therefore this website and its owners cannot be held liable for any damages or implications caused by visiting any shortened links.

External Links

Although this website only looks to include quality, safe and relevant external links, users are advised adopt a policy of caution before clicking any external web links mentioned throughout this website. (External links are clickable text / banner / image links to other websites, similar to; www.websitename.co.uk.)

The owners of this website cannot guarantee or verify the contents of any externally linked website despite their best efforts. Users should therefore note they click on external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.

Adverts and Sponsored Links

This website may contain sponsored links and adverts. These will typically be served through our advertising partners, to whom may have detailed privacy policies relating directly to the adverts they serve.

Clicking on any such adverts will send you to the advertisers website through a referral program which may use cookies and will track the number of referrals sent from this website. This may include the use of cookies which may in turn be saved on your computers hard drive. Users should therefore note they click on sponsored external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.

Resources & Further Information

• Data Protection Act 1998
• Privacy and Electronic Communications Regulations 2003
• Privacy and Electronic Communications Regulations 2003 – The Guide
• Twitter Privacy Policy
• Facebook Privacy Policy
• Google Privacy Policy
• Linkedin Privacy Policy
• AddThis Privacy Policy

Data Breaches:

If a data breach were to occur it is reported to the Data Office immediately who will in turn report it to the ICO within 72 Hours on 0303 123 1113

Following the investigation by the ICO you may or may not be notified of any breach depending on its severity and the instructions of the ICO.

Changes to our privacy policy:

We keep our privacy policy under regular review and we place updates on our website. This privacy notice was last updated 23rd January 2019.

How to contact Tel4let & Tel4sale:

Please contact us if you have any questions about our privacy policy or information we hold about you:

• By email gdprcompliance@tel4sale.co.uk 
• Or write to Unit 4, Suite 44, Badhan Court, Hadley, Telford, TF1 5QX
• Our Data Protection Officer is Mariya Michaelson

 

Cookies Policy

Cookies are small text files that are placed on to your computer by websites that you visit. They are used to make websites work, to improve efficiency of websites, to improve the user’s experience and to provide usage information on websites. This information should make your website visits more productive by storing and using information on your website preferences and habits.

Cookies may be either “persistent” cookies or “session” cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.

The settings on your web browser can usually allow you to choose whether or not to accept cookies. Most web browser software is initially set up to accept them.

We may offer cookies to you and you should ensure that your web browser is set up to not accept cookies if you do not wish to receive them. Please note that if you disable cookies, some services or website functionality may not be available. For further information about cookies and how to disable them please go to www.aboutcookies.org.

Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.

By continuing to use this site, you are accepting our use of the cookies described below that make advertising and communications more relevant to you and your interests, and further help us to improve the site.